[PR] When to process PR Auto Leave Accrual Usage

Created by Crystal Ann Harvey, Modified on Thu, 21 Aug at 11:31 AM by Crystal Ann Harvey

Posting your accruals and usage at the correct stage in your payroll process is key to keeping your employees current available balances accurate. Additionally, if you display those balances on stubs it is important to have the most up to date activity posted prior to issuing checks or efts to your employees.

The PR Auto Leave Accrual Usage process should be ran on a weekly basis to process usage timecards. If you have a fixed accrual leave code you can run this based on your accrual frequency such as weekly, monthly, or yearly. If you have a rate based leave code (rate x hours works) these transactions will be created when you run your usage process within PR Auto Leave Accrual usage.

Note: PR Auto Leave Accrual Usage should be ran after all timecards have been entered, processed and posted. If there are changes to timecards make those corrections prior to running your leave accruals and usage.

If you have already processed and posted your leave accruals and usage, you can always reprocess leave. This would be necessary to bring the timecard changes over to your employee current available balances.

Caution: Always leave the check box checked to delete any previously posted transactions checked as to prevent duplicate posting of transactions within PR Auto Leave Accrual Usage.

Tip: After you run your accruals and usage, review your reports to confirm you see the correct balances for employees before printing checks or issuing efts. If changes are needed, make those so that the correct balances will be printing on employee stubs.

Steps

Post your Accruals and usage after finalizing your timecards.
After processing your usage and accruals review the employee's current available balances using the PR Employee leave balance and accumulations report.
Once you have confirmed your employee’s usage and accruals posted correctly you are able to print or generate efts.
If you display leave code balances on your employee stubs it will display their current available balance and YTD usage. The stub attachments will also reflect this balance when sent to employees via PR Pay Stub Notify.
If changes are needed after issuing payment, you will need to void the payment to make corrections and rerun your PR Auto Leave Accrual Process to update your leave tracking tables.
The best report to view all of your employee current available balances for a given leave code is the PR Employee Leave balance and accumulations report located in your Payroll reports.
You can use this report to review Employee Leave Code Accumulation and Available Balance Information. This report is key in confirming whether or not an employee has enough leave to use or if an employee has met their accrual limit.
If you need to troubleshoot a specific employee's leave activity you can use the PR Employee leave history detail report.
The report may be sorted first by Employee Name or Number and then by either Month/Leave Code or Leave Code/Month.
The carry over column shown in the Current recap summary is the Potential carry over (which is the available balance up to the carry over limit). This carry over column is not impacted by the Date Range report parameters. The Date Range Available Balance also shows the difference between accrued, balance adjustment (from resets) and taken within the selected date range.